Administrative Assistant, Exec

Emory Healthcare•Atlanta, GA

4h•Onsite

About The Position

The Executive Administrative Assistant provides high-level administrative and operational support to executive leadership. This role manages executive communications, coordinates schedules and travel arrangements, organizes meetings and events, and oversees administrative processes to ensure efficient department operations. The position serves as a key liaison between the executive and internal or external stakeholders, exercising independent judgment, discretion, and knowledge of organizational policies. The Executive Administrative Manager also supports departmental operations by managing administrative staff, coordinating budgets and reporting, and assisting with policy development and implementation.

Requirements

Bachelor’s degree in Business Administration, Communications, Public Administration, or a related discipline.
Three (3) years of office administration, senior secretarial, or related experience.
Seven (7) years of office administration, senior secretarial, or related experience may substitute for a bachelor’s degree.
Experience using personal computer software applications such as word processing, spreadsheets, and presentation tools.
Ability to type or keyboard at least 60 accurate words per minute.

Responsibilities

Answer executive telephones, screen calls, and route inquiries to appropriate staff members.
Greet visitors professionally, assess their needs, and direct them to appropriate personnel.
Receive and review incoming correspondence, responding independently to routine matters and drafting responses for executive signature when appropriate.
Review outgoing correspondence for accuracy, consistency, and compliance with organizational policies.
Serve as a representative of the executive within the organization and communicate executive priorities when appropriate.
Manage complex executive calendars and prioritize appointments, meetings, and scheduling requests.
Arrange domestic and international travel including itineraries, accommodations, and transportation.
Prepare expense reports and travel documentation.
Coordinate meetings and special events, including: Reserving meeting space and facilities, Arranging audiovisual equipment and materials, Coordinating speakers and catering services, Preparing agendas and organizing meeting logistics.
Prepare executives for daily meetings and activities.
May facilitate or chair meetings on specific operational issues and assist in developing action plans and follow-up items.
Develop and maintain departmental filing systems and administrative procedures.
Retrieve and provide information for internal and external requests.
Type and prepare correspondence, reports, presentations, and manuscripts.
Prepare charts, graphs, and presentation materials.
Coordinate with external partners such as typesetters and publishers for production of communication materials.
Operate standard office equipment including computers, telephones, copiers, and related technology.
Gather, review, verify, and consolidate data for departmental reports and presentations.
Design and generate routine and ad-hoc reports or statistical analyses.
Support department budget preparation and monitoring of budget variances.
Forecast departmental expenditures and recommend purchase of major equipment.
Authorize certain expenditures within approved departmental budgets.
May supervise or coordinate the work of clerical, secretarial, or administrative staff.
Assign and distribute work assignments to team members.
Participate in the recruitment, training, and development of administrative staff.
Provide input into performance evaluations and employee-related actions.
Initiate and process employee transactions after appropriate review and approval.
Assist with resolving employee concerns and determining appropriate actions.
Interpret departmental policies and procedures for staff.
Communicate updates to policies, procedures, and departmental guidelines.
Review and revise departmental policies and forms in compliance with organizational, state, and federal regulations.
Identify when new policies or operational procedures are needed.
Provide guidance to employees and refer them to appropriate departments for interpretation of organizational policies.